Administrative Assistant

Salary/Position Classification

• $45,000+/year annual, Non-Exempt (Eligible for overtime)
• hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): No

Purpose of Position

This position exists for planning, organizing, and performing administrative duties to support the Epigenetics COBRE grant. The incumbent will work closely with the PI of the COBRE grant on various issues including:

• Communicating with the external advisory and internal advisory boards
• Organizing annual symposium, workshops and retreats
• Managing the overall budget
• Administrative oversight of the pilot projects and other awards offered by the administrative core
• Coordinating the purchase/justification of major equipment and service contracts for existing equipment
• Administrative oversight of the Genomics Core Program Income Fund
• Assisting with the assembly of progress report
• Maintaining and organizing filing systems
• Coordinating travel, lodging, and itineraries for the Epigenetics seminar series and symposia
• Work with the members of the group with grant / administrative matters as needed, and other duties as identified by the COBRE PI

Duties & Responsibilities

• COBRE Financial Administration
  • Maintain an office financial system to allow for the accurate recording and tracking of all COBRE funds.
  • Provide Department Chair, COBRE PI, and investigators with accurate financial reports, as well as advice on accounting matters.
  • Review PS-Finance financial information, run reports as necessary, examine information for errors, areas of concern, etc., and advise on appropriate corrective action, as required.
  • Create financial forms as required to accomplish daily, weekly, and monthly financial functions.
  • Prepare ad hoc financial reports.
  • Process invoices and forms for the Genomics Core services for both internal and external customers.
• COBRE General Administration
  • Assist in preparation of COBRE annual progress report.
  • Assist in preparation of reports due to the university, budgeting, budget projections, carryover requests to the NCRR.
  • Assist the COBRE PI with grant writing.
  • Assist the COBRE PI with manuscript preparation, presentations, administrative matters, and communications.
    
    
• COBRE Payroll
  • Work in conjunction with the department to initiate COBRE payroll related paperwork for faculty, staff, students, and temporary employees.
  • Work in conjunction with the department, Office of Human Resource and Administration and Finance and Academic Affairs Offices for coordination of new hires and associated paperwork submissions for hires of new faculty, staff and students
  • Work with the departmental Finance Officer and the Associate Director for Budget and Facilities during the budget process to help originate and review departmental budget submissions for personnel.
  • Run reports as necessary and required to ensure appropriate placement of personnel and funding sources (ex. Payroll Registers, HE Actuals, Leave Reports, etc.) and initiate corrective actions, if necessary. 
    
    
• COBRE Symposium Support
  • Work in coordination with COBRE personnel to organize Epigenetics symposia/meetings/seminars.
  • Make travel arrangements for visiting speakers and external advisory board.
  • Arrange for venue, meals, equipment, seminar presentations, etc.
  • Work with university departments on event approval, parking, and venue setup
  • Plan and organize meeting itineraries.
  • Prepare materials for program; including assistance with editing and proofreading, duplicating, binding, and dissemination.
  • Generate and monitor meeting registration.  

Required Competencies

• Demonstrated excellent verbal and written communication skills.
• Ability to prioritize and organize assignments for self and others.
• Ability to work with diverse groups to accomplish the mission of the Biomedical Sciences department, the SMHS, and the University as a whole.

Minimum Requirements

• Associate degree in business, finance, office administration or related field.
• Two years of experience performing related functions.
• Experience with MS Office software including Word, Excel, PowerPoint, and MS Outlook calendar.
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Bachelor’s degree in business, finance, office administration or related field.
• Experience working in an academic setting.
• Experience with UND and SMHS administrative, accounting, purchasing and grant and contract policies and procedures.
• Experience with PeopleSoft HRMS and PS-Finance software.
• Experience with NIH grants and era Commons system.

To Apply

• Submit a resume
• Submit contact information for references